Exploring Microsoft Office PowerPoint 2007 Chapter 7 Web Presentations Chapter 7 introduces you to the methods for creating Web presentations. As you know, the Internet is a great way to share information. PowerPoint gives you options for creating hyperlinks within presentations and making Web pages to publish on the Internet. Robert Grauer, Keith Mulbery, Cynthia Krebs Committed to Shaping the Next Generation of IT Experts. Copyright © 2008 Pearson Prentice Hall. All rights reserved. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 1

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Objectives Insert and use hyperlinks Add Action buttons Use a trigger Save as a Single File Web page Save as a Web page Preview a Web page Publish a Web page Set Web page options The objectives of the chapter are: 1. Insert and use hyperlinks. 2. Add Action buttons. 3. Use a trigger. 4. Save as a Single File Web page. 5. Save as a Web page. 6. Preview a Web page. 7. Publish a Web page. 8. Set Web page options. The purpose of the arrow in the lower right portion of this slide will become obvious in a later slide. It can be ignored the first time you view this slide. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Presentation Types Linear Presentation For the most part, the PowerPoint presentations you see are very linear. This means that the first slide is displayed, then the second, then the third, and so on. PowerPoint becomes even more powerful when you add hyperlinks and action buttons to your presentations. Your slide shows become a non-linear presentation. You can jump from one slide to others that are not in the sequence of the slide show. You create interactivity and increase your audience’s interest as you customize the viewing experience. Non-linear Presentation Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Hyperlink Connections A Web page or a file on the Web A slide in a different presentation A file A slide in the same presentation A custom slide show An e-mail address Links, also known as hyperlinks, enable you to move in a wide variety of ways. If you have an Internet connection, you can provide a URL, or Universal Resource Locator, address to a Web page or a file on the Web. You can use links to jump to a slide in another presentation and show a series of slides from that presentation. You may wish to link to a file, such as an Excel spreadsheet so that it can be displayed during the slide show. Hyperlinks that point within the same slide show give you a different type of flexibility, in that the slide may be reused a number of times in the same presentation. Suppose you were discussing a budget and needed to come back to the same budget slide multiple times during the discussion. This would be possible through the use of a hyperlink. Hyperlinks also allow you to make choices and show custom slide shows that you have created within the presentation. You might have three custom presentations available, perhaps on nursing care plans, and only elect to display one of the three during the presentation. You would only click on the hyperlink for the custom presentation you wished to show. After the custom show is completely displayed, the slide with the hyperlinks would appear. You can also use hyperlinks to open an email window. This is useful if you send presentations to individual users and wish to receive an e-mail response from the viewer of the presentation. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Inserting a Hyperlink Text for hyperlink Browse Web button Browse for File button Link to button Current Folder button When creating hyperlinks, first select the text or object that will act as the link. Click the Insert tab and select Hyperlink in the Links group. Note that in this dialog box, the text that was selected was, “Devil’s Marbles Northern Territory Australia.” The buttons on the left side of the dialog box indicate what type of thing to link to. In this example, the link will be to an existing file or Web page. The text box allows you to select pages you have browsed. If you need a page that is not in the browsed pages, you can click the Browse Web button which opens your browser. When you locate the Web page you wish to use, click Alt and Tab to return to PowerPoint. The last page you were on will appear in the Address textbox. This method is also used if you wish to link to a file, such as an Excel file, on your computer or network. Instead of linking to the Web, you browse to the file using the Current Folder or Recent Files button. You may also browse for the file using the Browse for File button. Recent Files button Address Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Hyperlink to a Slide Previous Slide Place in This Document button Using the same Insert Hyperlink dialog box you can set up a link to another slide in the same presentation. Click on the Place in This Document button, and the center box displays all of the slides within the presentation. As you click on each slide, a preview is shown. When you have selected the slide you wish to link to, click OK. Remember that with some planning, you can return to this same slide multiple times throughout the show. Once you have used the hyperlink to jump to the slide, the show will continue from that slide, so you will need to set a link to get back to the slide you linked from. The best route is to set the hyperlink to the Previous Slide when you are going to be repeatedly using the same slide. Available slides Preview Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Hyperlink to a New Document Name of new document Change path Create New Document button The third button on the left in the Insert Hyperlink dialog box allows you to create a link to a new document and create that document at the same time. Again, you select the text you wish to act as the hyperlink, then use the Insert tab to open the dialog box. Type a name for the new PowerPoint document. It will be stored in the same folder as the current presentation unless you change the path to a new location. You may select when to edit the document by clicking on the option button that suits your needs. When to edit options Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Hyperlink to an E-Mail Address Subject line While it may seem odd to set up a link for an e-mail address, it makes sense if you think about having your presentation distributed for single person viewing, as you might a portfolio or resume on CD. By including a link to your email address, the person can quickly contact you. Select the text to act as a link, and use the Insert menu to insert a hyperlink. Click the E-mail Address button in the dialog box. Type your e-mail address. The “mailto:” shown on the slide occurs automatically as you key an address into this box. Adding a subject makes sense because you can write a statement that will alert you as to the source of the e-mail query. An alternative to using the hyperlink dialog box, is to type your email address directly on the slide. It will automatically format as a hyperlink. You will not have an option to set the subject without using the Insert Hyperlink dialog box. E-mail Address button Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Add a ScreenTip Screen Tip button Each of the Insert Hyperlink dialog boxes shown so far has held the option for a ScreenTip. A ScreenTip gives the person navigating the slide show some idea of where the hyperlink might go. Click on the ScreenTip button to access the Set Hyperlink ScreenTip dialog box. Type a short description that will assist the viewer and click OK. You can also use the ScreenTip to define words. Select the word you wish to define, insert a hyperlink to the slide you are currently viewing and type the definition in the Set Hyperlink ScreenTip dialog box. When the mouse hovers over the hyperlink, the definition will appear. If the viewer happens to click on the word, the current slide will remain on the screen. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Check, Modify, or Remove a Hyperlink button Always test every hyperlink as you would test your slide show prior to displaying in front of an audience. Make sure the ScreenTips are accurate and appear for each hyperlink. If you discover a link that does not work, modify it by selecting the link in the normal view then click the Insert tab and Hyperlink button. Make adjustments to the link in the Edit Hyperlink dialog box. If you decide that a link is no longer needed in the presentation, select the link. From the Insert tab, select Hyperlink. Click the Remove Link button. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Action Buttons Back Beginning Home Return Sound Custom Forward End Information Movie Document Help An action button is a ready-made icon button to which an action can be assigned. Using action buttons adds interactivity to your presentation, especially when it is displayed in a kiosk. The Shapes gallery in PowerPoint contains 12 ready made action buttons. As you can see there are many commonly used icons available. You also have the option to customize an action button. Add the appropriate button to your slide using the Insert tab and Shapes button. The next slide gives the details about applying actions to the buttons. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Attaching Action to Objects Mouse Over tab Mouse Click tab Hyperlink options After you insert the action button on your slide, the Action Settings dialog box opens. Use the Mouse Click tab or the Mouse Over tab to determine what method will initiate the action. Select the appropriate action for the action button. You can hyperlink to a location in a slide show, a custom show, a URL, other PowerPoint presentations, or another file. Note that you can also attach a sound to the action button. Remember discussing multiple hyperlinks to the same slide earlier? By putting a return action on that slide, you will be able to return to the slide that contained the hyperlink regardless of which slide it is on. Any object on a slide can be used as an action button. You may use clip art, a shape, or a graphic. Once you place the graphic, click Action in the Links group of the Inset tab to access the Action Settings dialog box and set the appropriate actions. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Adding Sounds to Objects Mouse Over tab As mentioned in the last slide, sounds can be attached to hyperlink objects. Select the hyperlink object and click the Action button in the Links group of the Insert tab. Check Play Sound and select an appropriate sound. You may also select to play a sound that is in a file on the computer. This example shows that the sound will be played when the mouse hovers over the hyperlinked object. Play Sound Sounds Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Using an Animation Trigger Animation tab Custom Animation Animation Arrow Timing A animation trigger starts the animation when you click on the associated object. Animation effects, movies, or sounds are often set up with triggers. This gives you a little more control as you make your presentation. It can also be used to set pop-up windows which a single viewer might trigger while they are interacting with the presentation. Two main points must be made about triggers. First a trigger cannot be set up without using an animation. Second, a trigger must be a click or mouse over for the action to take place. Select the object that will serve as the trigger, then click the Animation tab. Click Custom Animation in the Animations group. Click Add Effect and apply the animation you wish to occur when triggered. With the animation selected, click the arrow and select Timing. In the Appear dialog box, click the Triggers button. You may select to have the trigger animate as part of the click sequence or use the Start effect on click of option button and drop down list to select from objects on the slide that can be used as a trigger. Triggers button Objects on slide Start effect on click Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Creating an Interactive Game Title Slide Introduction Directions Question Slides Feedback Slides Ending Slide PowerPoint templates for setting up interactive games are available. With a little planning you can create your own template. Begin with a storyboard and layout the sequence of the slides and the interactivity. The items listed here will probably be on your storyboard. A title slide will tell the viewer the topic of the game. An introduction will define the rules. Directions will guide the player by defining what symbols are used and how to proceed through the game. The question slides will contain the question and depending on your storyboard, the question slide might also contain the answer. Feedback slides let your viewer know whether he or she has correctly answered the question. A final ending slide will let the viewer know when the game has ended. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Try Out Some Hyperlinks! Objectives Prentice Hall Custom show Trigger Sound hyperlink Mouse over ScreenTip Action Button Let’s experiment with some hyperlinks. The first link in the list, titled Objectives, will take you back to the objective list for this presentation. Did you notice the Return action button when you were on the Objectives slide? Use it to return to this slide. The second link is a hyperlink to the Internet site for the publisher of this text book, Prentice Hall. You must be connected to the Internet to experiment with this link. Depending on the speed of your Internet connection it may take a bit of time to load. To return to the presentation, click the Back button on the browser. The Custom Show link takes you through a series of slides that reviews the process of creating a custom slide show. This show is actually at the end of this presentation. When you reach the end of the three slides for this custom slide show, control will automatically return to this slide. Click on the star to observe how triggers function. The star should spin a number of times when clicked. The sound hyperlink plays when the link is clicked. Speakers or headphones will be needed for you to hear the sound. In this case, the hyperlink is to this slide, so you won’t see the slide change. As you hover your mouse over the Mouse over screen tip you will see a ScreenTip appear giving you more information about the action. The hyperlink for this slide is to this slide so you won’t see the slide change if you click on the link. You may have also noticed a ScreenTip on the Prentice Hall link. When you are ready to proceed to the next slide, click the action button for Next Slide. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Saving as a Web Page Set Page Title dialog box Save As dialog box Save as type PowerPoint does not have to be displayed as a presentation. Slide shows can also be distributed as Web pages. Web pages are written in an authoring language called HyperText Markup Language or HTML. Microsoft Office allows for the easy conversion of all documents into Web pages simply by saving the file as a Web page. There are two options for saving files as Web pages. The first, Single File Web Page, saves all of the elements of the presentation in a single file. The file format for a Single File Web Page is MHTML. If you save your file in this format you won’t run the risk of losing elements as you move the Web pages. You also have the option to e-mail the Web pages as an attachment for someone to view. Single File Web pages are meant to be displayed with the Internet Explorer browser. The second option is to save the file as a Web Page. This produces a HTML file and a folder that contains all of the elements of the slides. It is important to remember to move the folder as well as the HTML file as you move this type of Web page. This method works well when the Web page will be stored on a Web server and accessed through the Internet by browsers such as Mozilla Firefox or Opera. In the example shown here, the presentation is being saved as a Single Page Web Page. Notice that the Save As dialog box is open, and the option for a Single File Web Page has been selected from the Save as type drop down list. Web pages have titles that appear at the top of the browser window as they are displayed. When you save a file as a Web page, a dialog box requests the title for the page as shown. Key an appropriate title for the page. Single File Web Page selected Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Previewing a Web Page File name selected Open drop down arrow The job of creating a Web page does not stop when the file is saved. It is important to test the file and make sure that it displays correctly prior to sending it to someone or to a Web server. To preview the Web page, click the Office Button and then click Open. Click the Files of type list arrow and click All Web Pages. Select the Web page presentation and click the drop down arrow on the Open button. Click Open in Browser. The next slide continues the discussion of previewing a Web page. All Web Pages type Open in Browser Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Previewing a Web Page Slide title outline When the PowerPoint file opens in a browser, as shown here, you will immediately see a list of the slide titles and the first slide of the presentation. You may navigate to each of the slides by clicking on the slide titles. To close the outline, click on the Outline button at the bottom of the presentation window. You may also expand the outline by clicking on the Expand/Collapse Outline button. At the bottom of the browser window you will see arrows pointing left and right. These navigational arrows can also be used to proceed through the presentation. The slide number you are viewing is listed in the text between the two arrows. Although not shown in this example, any notes that are typed on the notes pages are also viewable as a part of the Web page preview. If you want to display the presentation in full screen, click the Slide Show button at the bottom of the browser window. You will use normal methods, such as mouse clicks, to proceed through the presentation in the Slide Show view. Slide Show view Outline button Expand/Collapse Outline button Navigational arrows Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Web Page Security Messages As you open a Web Page created in PowerPoint, you will likely get some of the security messages shown here. The messages are designed to protect your computer from security threats. Obviously, if the file was created by you on your computer, the chances of it damaging your computer are slim. Reply affirmatively to these messages as they appear. The example at the bottom of the screen requires careful attention. Click on the yellow Information Bar under the address bar and click on the Allow Blocked Content option. The Web page should load and be ready to display after you respond to the security questions. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. Publish a Web Page Publish options Web Options button Browser support Change page title When you have completed your review of your PowerPoint Web page, you are ready to publish the file to a Web server so that other people can view it on the World Wide Web. The option to Publish the Web page appears when you use Save As and change the file type to Single Web Page or Web Page. Click the Publish button and the dialog box shown here appears. This dialog box allows you to publish the entire presentation or a range of slides. You also have the option to publish the speaker notes. Consider your audience and what types of browsers the audience might use to access your Web page as you make your decisions in the Browser Support area. It is a pretty safe bet that people are using Microsoft Internet Explorer 4.0 or better if they are using Microsoft Windows. Other people may access your pages using other browsers, so it is good to test your Web pages on different browsers if possible. When you review the Publish a copy as portion of the dialog box, be sure to change the Page title to something that describes the presentation. This title will appear in the title bar of the browser as the show is displayed. Browse to the storage location where you will store the Web page. Click Publish. The discussion of Web Options continues on the next slide. Location of published Web page Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Setting General Web Options Navigational controls Slide animations Resize graphics When you click on the Web Options button on the Publish as a Web Page dialog box, the Web Options dialog box appears which allows you to set many options for the publishing of the page. Under the General tab, you can make selections that will affect whether navigational controls are displayed, slide animations will be active, and the graphics resized for the browser window size. The Browsers tab will be discussed on the next slide. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Setting Web Page Options Selected browser type PNG graphics VML display Older browser versions The Browser tab of the Web Options box offers you an opportunity to consider your audience one more time. What browser are they likely to use? Depending on your choices in this dialog box, the Web page file will be larger or smaller. Once you have selected the appropriate browser for your audience, you may select additional options. PNG (Portable Network Graphic) is a graphics file format that supports 16 million colors and transparency. Browsers before Internet Explorer 4.0 do not fully support the PNG format. Microsoft Internet Explorer 4 or later rely on VML for displaying graphics. VML (Vector Markup Language) is an XML-based high quality vector graphics file format. Because it is XML based, only newer browsers can support it. The Save an additional version of the presentation for older browsers option increases the file size and storage space required, but it lets the most number of viewers view the Web page. Save New Web Pages as Single File Web Pages uses the MHTML file format to save all elements of the Web page in a single file. It is used on Microsoft Internet Explorer 4 and more recent versions. Save as Single File Web Pages Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved. The creation of Web presentations add many possibilities for the distribution of your PowerPoint presentation. Adding interactivity through the use of hyperlinks also gives you some interesting alternatives. Be sure to ask questions as you complete the text book work. Remember the custom show displayed as you experimented with the hyperlinks? It follows this slide. If you wish to review it, you may continue navigating through the slides. If you want to end the show, click on the End show action button. End show Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Basic Custom Shows New Custom show name Selection of slides To prepare for a basic custom show, click the Slide Show tab and then the Custom Slide Show button. Click New in the Custom Shows dialog box. The Define Custom Show dialog box requests a name for the custom show. It also shows the slides in the presentation that you can use in the custom presentation. Click on the slide name and click the Add button between the slide lists. If you decide to remove a slide from the custom show, select it and click the Remove button. This will only remove it from the custom show and not the presentation. If you have created a custom presentation and later decide to edit it, select it in the Custom Shows dialog box and click Edit. If you no longer need a custom show, select it in the Custom Shows dialog box and click Remove. You may also copy custom shows. Slides selected for custom show Copyright © 2008 Pearson Prentice Hall. All rights reserved. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Hyperlinked Custom Shows Hyperlink text Link in document Remember that hyperlinked shows are based on basic custom shows, so you must create the custom shows prior to setting up the hyperlinks. When you are ready to link between the shows, type a word that will serve as the link and select it. You may also use a graphic as the hyperlink by selecting it. Click the Insert tab and select Hyperlink from the Links group. On the Edit Hyperlink dialog box, click the Place in This Document button. Scroll to the bottom of the slide list and select the Custom Show name that you want to associate with the link. Click OK. Display the show and test the hyperlink to make sure it works as you expect. Shows to link to Copyright © 2008 Pearson Prentice Hall. All rights reserved.